What are the responsibilities and job description for the Future Opening: Secretary & Personal Assistant position at OptimumCareSLS II?
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Opportunity for advancement
- Signing bonus
- Vision insurance
- Employee discounts
Job Summary
We are seeking a motivated and outgoing Secretary and Personal Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.
Key Responsibilities
- Answer incoming phone calls and route them to the appropriate person
- Schedule appointments and maintain a calendar
- Organize meetings and take accurate minutes
- Write emails, memos, and letters and distribute them appropriately
- Contribute to company reports
- Maintain an organized filing system
- Develop, update, and maintain relevant office procedures
Communication & Correspondence Management
Answer incoming phone calls promptly and professionally, routing calls to the appropriate team members
- Manage voicemail systems and ensure timely follow-up on messages
- Compose, format, proofread, and distribute emails, memos, letters, and other business correspondence
- Serve as professional point of contact for families, staff, Regional Center representatives, and external partners
- Handle sensitive communications with discretion, tact, and appropriate confidentiality
- Maintain professional and courteous communication in all interactions
Calendar & Scheduling Management
Schedule and coordinate appointments for executive leadership and office staff
- Maintain organized calendaring systems and proactively manage scheduling conflicts
- Send appointment reminders and confirmations to relevant parties
- Coordinate meeting logistics including room reservations, technology setup, and catering when needed
- Track important deadlines, renewals, and time-sensitive obligations
Meeting Coordination & Documentation
Organize and schedule staff meetings, client meetings, and stakeholder conferences
- Prepare meeting agendas and distribute materials to participants in advance
- Attend meetings and take accurate, detailed minutes documenting key decisions and action items
- Distribute meeting minutes and follow up on assigned tasks and deadlines
- Coordinate virtual meeting platforms (Zoom, Google Meet, etc.) and provide technical support as needed
Document & Records Management
Maintain organized physical and electronic filing systems for office documents and records
- Develop, implement, and update office procedures and documentation protocols
- Ensure proper document retention in accordance with regulatory and organizational requirements
- Manage document version control and maintain accurate record-keeping systems
- Prepare and format reports, presentations, and other business documents
- Archive materials systematically and ensure easy retrieval when needed
Office Operations & Administrative Support
Provide general administrative support to office employees and leadership team
- Operate standard office equipment including printers, scanners, copiers, and fax machines
- Monitor and maintain office supply inventory; order supplies as needed
- Coordinate equipment maintenance and troubleshoot basic technical issues
- Assist with special projects, research, and other tasks as assigned
- Contribute to company reports and documentation as needed
- Maintain organized, professional office environment
Process Improvement & Systems Development
Develop and update relevant office procedures to improve efficiency and consistency
- Identify opportunities to streamline administrative workflows
- Implement organizational systems that support team productivity
- Create and maintain procedural documentation and reference materials
Qualifications
- High school diploma/GED required, Associate’s degree or administrative training is preferred
- Previous experience as a Secretary and Personal Assistant or in a similar position
- Familiarity with standard office equipment such as printers and fax machines
- Excellent computer skills and knowledge of Microsoft Office: Word, Outlook, PowerPoint, etc...
- Highly organized with excellent time management skills and the ability to prioritize projects
Compensation: $28.00 per hour
Salary : $28